Administration Manager

Main duties and responsibilities:

• Provide management and leadership to the support team, including personal involvement in delivering proactive support to Vantis Financial Management Consultants and their clients
• Uphold the Treating Customers Fairly ethics at all times
• Continually seek to develop the administration support service offering, including reviewing and maintaining the process guides and portal contents and suggesting ideas for best practice
• Lead, coach and motivate the support teams to achieve business targets, service standards and personal objectives
• Co-ordinate the workload between team members to ensure manpower and expertise is appropriately distributed
• Conduct regular one-to-one meetings and annual appraisals with each team member to evaluate performance, develop them individually and provide feedback and support to them
• Liaise with the Head of Operations and HR regarding any personnel matters, including performance, absence or disciplinary issues, ensuring full and accurate written records are kept at all times
• Hold monthly team meetings to communicate changes and news, run group training sessions and facilitate open discussions and feedback opportunities
• Interview, recruit and co-ordinate thorough training for new team members to ensure new joiners are supported fully during their induction and probation period
• Authorise and co-ordinate holidays and absences to allow sufficient resource at all times and conduct return to work interviews for sickness
• Conduct thorough quality checking off all team members work on a regular basis and address any shortfalls in knowledge
• Ensure company administration processes are adhered to so that best practice, compliance and FSA standards are met, by quality checking the team’s activity and monitoring the use of registers and reports
• Liaise with the other Administration Managers and the Head of Operations to ensure best practice is shared, ideas discussed, issues resolved and resources are pooled where needed
• Manage the branch Service Standards log and insurer complaints process, working closely with Head of Operations and escalate any compliance issues to Head of Compliance
• Build and maintain a strong relationship with the consultants and attend their sales meetings to stay informed of their business issues and report back to the support team
• Be completely proficient in the Senior Support Administrator role, including our processes, systems and full competency in administering our investment strategy work, to provide ongoing high level administration support for the region (approx 20% of time)

Key skills and knowledge:

• Excellent leadership and motivation skills
• Ability to manage time and workload, including delegation skills and project management
• Proven track record of successfully managing a diverse team within a financial services environment
• Knowledge of industry products and services
• Problem solving, analytical skills and able to look at the ‘bigger picture’
• Knowledge of back office systems (SWIFT/Outlook/Excel etc)
• Outstanding customer service and relationship building skills
• Attention to detail and accuracy
• Ability to use initiative & be self motivated
• Ability to work effectively as part of team including providing support and guidance to other team members
• Ability to communicate effectively at all levels
• Leads by example

Qualifications:

• FPC2 qualified
• Minimum five years financial services experience